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NAME OF BIDDER: ……………………………………………………………………………… CSD NUMBER: ……………………………………………………………………………… QUOTATION AMOUNT: ……………………………………………………………………………… EMAIL:…………………………………………………………………………….CONTACT#......................... CLOSING DATE: 25 NOVEMBER 2021

REQUEST FOR FORMAL WRITTEN QUOTATIONS

NOTICE OF 22 OF 2021

CLEANING, LANDSCAPING AND MAINTENANCE SERVICES AT MZONYANE

GRAVESITE, DUNCAN VILLAGE IN BUFFALO CITY METRO FOR A PERIOD OF

4 MONTHS

Buffalo City Metropolitan Development Agency hereby invites suitably qualifying service

providers to submit formal written quotations for CLEANING, LANDSCAPING AND

MAINTENANCE SERVICES AT MZONYANE GRAVESITE, DUNCAN VILLAGE IN

BUFFALO CITY METRO FOR A PERIOD OF 4 MONTHS

Enquiries should be addressed to Mr A. Manciya at email address: aviwe@bcmda.org.za

The detailed specifications are attached hereunder.

To ensure responsiveness to the NOTICE Bidders to take note of the following

requirements (Compliance Evaluation):

1. Service providers must be registered on National Treasury’s Central Supplier

Database and submit a summary report as proof of registration or alternatively

reflect the CSD supplier number on their proposal;

2. All prospective/interested suppliers should complete the MBD 4, MBD 8 and

MBD 9 forms which may be obtained from the BCMDA website:

www.bcmda.org.za;

3. All prices must be inclusive of VAT, where applicable;

4. Use of Tippex and erasable ink will render the bid non- responsive

5. Bidders are required to submit valid B-BBEE Status Level Verification

Certificates together with their bids, to substantiate their B-BBEE rating claims,

failing which will result in a status level score of zero be assigned to the tenderer;

a joint venture, trust or consortium; must submit a consolidated B-BBEE status

level verification certificate.

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6. Bidders must submit confirmation that the bidder’s municipal accounts are not in

arrears for a period exceeding 3 months. Such confirmation must be for the

company must be as follows:

o statements of municipal accounts showing the age of the municipal debt;

OR

o a tenderers debt clearance certificate from their respective municipality

that is stamped and signed by that municipality; OR

o lease agreements (signed by both lessor and lessee) must be submitted

and must be supported by:

o a written confirmation from the lessor stating that the bidder is not in

arrears with regards to their payment obligations in terms of the lease

agreement.

7. IN ADDITION TO 6 ABOVE : Bidders must submit confirmation that its directors’

municipal accounts are not in arrears for a period exceeding 3 months. Such

confirmation must be for the directors and must be as follows:

o statements of municipal accounts showing the age of the municipal debt;

OR

o a tenderers debt clearance certificate from their respective municipality

that is stamped and signed by that municipality; OR

o lease agreements (signed by both lessor and lessee) must be submitted

and must be supported by:

o a written confirmation from the lessor stating that the bidder is not in

arrears with regards to their payment obligations in terms of the lease

agreement.

8. BCMDA reserves the right to request further written information or clarification

on any aspect pertaining to this tender;

9. Quotations received after the specified closing time and date will not be

considered;

10. The BCMDA does not bind itself to accept the lowest priced tender or any tender

and reserves the right to accept the whole or part of the tender.

11. All quotations are valid for 90 days after the bid closing date;

12. Quotations must be sealed and completed in full. Unsigned or quotations

submitted by facsimile, will not be accepted;

13. BCMDA will not take responsibility for incorrectly delivered bids sent by courier.

It is the bidder’s responsibility to make sure that their quotation is correctly

delivered in the tender box on or before the closing date of this notice;

14. The proposal or quotation must demonstrate the requirements detailed on the

specifications below.

15. NO QUOTATIONS WILL BE CONSIDERED FROM PERSONS IN THE

SERVICE OF THE STATE AS DEFINED IN THE LOCAL GOVERNMENT

MUNICIPAL FINANCE MANAGEMENT ACT 56 OF 2003: MUNICIPAL SUPPLY

CHAIN MANAGEMENT REGULATIONS.

16. EMAILED QUOTATIONS WILL NOT BE ACCEPTED

Failure to meet the above stated minimum requirements will result in a tender being

considered non-responsive and therefore not considered for the award of the contract.

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Evaluation criteria:

a) COMPLIANCE EVALUATION

b) FUNCTIONALITY EVALUATION (Only Service providers who scored a

minimum of 80 points on functionality will be considered for further evaluation

and be assessed further for price and preference evaluation)

c) PPPFA PREFERENTIAL POINTS CALCULATION AND PRICE

• Quotations meeting the tender conditions shall be evaluated on an 80/20

basis, in line with the PPPFA, as follows:

Quotations must be submitted in a sealed envelope, clearly marked: “NOTICE 22 OF

2021 – CLEANING, LANDSCAPING AND MAINTENANCE SERVICES AT MZONYANE

GRAVESITE, DUNCAN VILLAGE IN BUFFALO CITY METRO FOR A PERIOD OF 4

MONTHS and must be deposited in the QUOTATIONS BOX, At the offices of the Buffalo

City Metropolitan Development Agency, 12 Esplanade Road, Quigney, East London,

5201 NOT LATER THAT THE CUT-OFF TIME OF 12H00 (MIDDAY) ON THURSDAY 25

NOVEMBER 2021.

CRITERIA POINTS

PRICE 80

B-BBEE 20

TOTAL 100

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TERMS OF REFERENCE

APPROVAL OF PROCUREMENT OF A SERVICE PROVIDER TO PROVIDE

CLEANING AND LANDSCAPING AND MAINTENAMCE SERVICES AT

MZONYANE GRAVESITE, DUNCAN VILLAGE IN BUFFALO CITY METRO FOR A

PERIOD OF 4 MONTHS

The Buffalo City Metropolitan Development Agency (BCMDA) is calling for formal

written proposals for appointment of a professional service provider provide cleaning

and landscaping and maintenance services at Mzonyane Gravesite, Duncan Village in

Buffalo City Metro for a period of 4 months

1. BACKGROUND

Buffalo City Metropolitan Development Agency (BCMDA) is a state – owned company

(SOC Ltd) – municipal entity wholly owned by the Buffalo City Metropolitan Municipality

and established in terms of S76 of the Municipal Systems Act, 32 of 2000, as amended.

The BCMDA’s mandate is centred on tourism infrastructure development, investment

attraction and economic growth while maintaining strategic alignment with the Buffalo

City Metropolitan Municipality (BCMM) through the Metro Growth and Development

Strategy (MGDS) and various sectoral plans.

Therefore, emanating from the City’s Tourism Growth Strategy is the Tourism

Infrastructure Master Plan which is premised on the placemaking agenda and identifies

various nodes for development and coordination. In this regard the development of

tourism routes has been identified as a key strategic priority. To date a Duncan Village

route concept and business plan have been formulated and features 6 sites for further

development and profiling. These include the Mzonyane Gravesite which offers an

opportunity to serve as a tribute to the heroes who died fighting the apartheid regime

and were buried in unmarked graves.

2. PURPOSE

The BCMDA is an agency established and wholly owned by the Buffalo City

Metropolitan Municipality. Its mandate includes attracting investors into Buffalo City,

increasing economic growth through tourism, economic & social development and

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property management and commercialisation. To enhance the City’s tourism potential

and to ensure geographical spread of tourists that are visiting the City, the BCMDA

has identifies various sites for further development /maintenance. These include the

Mozonyane gravesite with form part of the Duncan Village tourism route. It is for this

reason that the BCMDA invites proposals from experienced and suitably qualified

service providers to provide cleaning and landscaping and maintenance services at

Mzonyane gravesite.

3. PROJECT SCOPE AND DELIVERABLES

The prospective service provider should have practical experience in gardening and

landscaping. The successful service provider will be contracted to undertake the

following functions:

• Clearing of weeds, shrubs, bushes and trees around the immediate area

(Approximately 1000sqm).

• Bi -weekly cutting of grass and weed abatement in the immediate area.

• Bi-weekly removal of waste and other unwanted materials and transfer to the

landfill site.

4. PROJECT TIMEFRAME AND REPORTING

The project timeframe is 4 months; however, a project implementation plan will be

finalized upon appointment of the service provider. Reporting (including regular project

monitoring and progress feedback meetings with the employer) will be done on a bi-

weekly basis.

5. SPECIAL CONDITIONS The contract will be for a period of four (4) commencing on the date of appointment.

The appointed service provider appointed will be bound to and by the Code of Conduct

and Confidentiality as per the IIA Standards and the Buffalo City Metropolitan

Development Agency policies in the course of their duties.

The Buffalo City Metropolitan Development Agency reserves the right to reject any

proposal found to be inadequate or non-compliant to the Terms of Reference.

The bidder(s) should possess knowledge of the Agency’s activities.

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All work performed shall be performed by suitably qualified staff appointed by the

service provider.

All work performed shall be supervised, reviewed and quality assured by suitably

qualified staff of the service provider

All assignments completed shall be signed off by the Engagement Partner or Director

of the appointed service provider.

The appointed service provider should have a proven track record of delivering

communication and marketing.

The successful bidder must sign a Service Level Agreement (SLA). Reporting on the

progress and completion of the contract will be made to relevant committees within the

BCMDA.

6. FUNCTIONALITY EVALUATION CRITERIA

Only Service providers who scored a minimum of 80% on functionality will be considered

are

responsive and be assessed further for price and preference evaluation.

FUNCTIONALITY CRITERIA

POINTS TO

BE

AWARDED

EVIDENCE TO CLAIM

POINTS

2.

3. Methodology: Project Implementation

Plan

Workplan detailing how the deliverables

outlined in the Project Scope section work

will be

carried out.

60

40

Project Implementation

Methodology and Plan detailing

how each of the project

requirements will be

undertaken.

ITEM Weight

Functionality 100

Experience operating in the relevant discipline and the number of gardening or landscaping projects completed in the last 3 years.

60

Workplan detailing how the above 3 deliverables outlined in the Project Scope

section work will be carried out.

40

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a) Methodology demonstrates a

comprehensive understanding of the scope

of work as outlined in the RFP.

b) Methodology demonstrates a reasonable

understanding of the scope of work as

outlined in the RFP.

Methodology demonstrates a poor and

unsatisfactory understanding of the scope

of work as outlined in the RFP

20

10

Comprehensive understanding

means bidder has responded to

all 3 deliverables under the

project scope

Reasonable understanding

means bidder has responded

up to 2 of the 3 deliverables

outlined under the project

scope.

Poor and unsatisfactory

understanding means bidder

has responded up to 1 of the 3

deliverables outlined under the

project scope

Response to less than 1 of the

3 deliverables will result in

zero points being scored for this

section.

4. Experience of Service Provider in

similar projects:

The service provider must demonstrate

having relevant experience in landscaping,

gardening or similar projects undertaken in

the past 3 years.

4 similar projects completed.

3 similar projects completed.

2 similar projects complete

40

40

20

10

Company profile detailing the

number of projects executed

supported by signed letters of

recommendation from current

and previous clients.

Failure to submit signed

letters of recommendation /

reference will result in zero

points being scored for this

section.

NOTE: Purchase orders /

appointment letters / invoices

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will not be considered for point

scoring.

TOTAL 100

NB:

• All the certificates / letters of reference need to be attached in order to claim

points above i.e. References letters signed by the Accounting Officer of that

Institution in relation to the similar works / services completed.

• Proposals should be well structured and should detail how the required

technical support will be implemented based on the needs of the BCMDA as

per tender specifications.

• Bidders are encouraged to submit bid documents that are clearly referenced in

order to assist the Bid Evaluation and Adjudication Committees in allocating

functionality points.

• Threshold to qualify for the price and preference evaluation is 80% of the

functionality scores.

7. PRICING PROPOSAL

No. Deliverable Monthly rate Total for 4 months

1. Clearing of weeds, shrubs, bushes and

trees around the immediate area

(Approximately 1000sqm).

2. Grass cutting and weed abatement

(Bi-weekly – once in two weeks)

3. Removal of waste and other unwanted

materials and transfer to the landfill site.

(Bi-weekly – once in two weeks)

TOTAL EXCLUDING VAT

VAT (WHERE APPLICABLE)

TOTAL INCLUDING VAT

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MBD 4

DECLARATION OF INTEREST 1. No bid will be accepted from persons in the service of the state¹. 2. Any person, having a kinship with persons in the service of the state, including a blood relationship,

may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.

3 In order to give effect to the above, the following questionnaire must be completed and

submitted with the bid.

3.1 Full Name of bidder or his or her representative:……………………………………………..

3.2 Identity Number: …………………………………………………………………………………. 3.3 Position occupied in the Company (director, trustee, hareholder²):………………………..

3.4 Company Registration Number: ……………………………………………………………….

3.5 Tax Reference Number:…………………………………………………………………………

3.6 VAT Registration Number: ……………………………………………………………………

3.7 The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state? YES / NO

3.8.1 If yes, furnish particulars. ….……………………………………………………………

……………………………………………………………………………………………..

¹MSCM Regulations: “in the service of the state” means to be –

(a) a member of – (i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public entity or

constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);

(e) an executive member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature.

² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.

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3.9 Have you been in the service of the state for the past twelve months? ………YES / NO

3.9.1 If yes, furnish particulars.………………………...…………………………………….. …………………………………………………………………………………………….

3.10 Do you have any relationship (family, friend, other) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? ………………………………… YES / NO

3.10.1 If yes, furnish particulars.

……………………………………………………………………………… ………………………………………………………………………………

3.11 Are you, aware of any relationship (family, friend, other) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid? YES / NO

3.11.1 If yes, furnish particulars

………………………………………………………………………………… ……………………………….……............................................................

3.12 Are any of the company’s directors, trustees, managers,

principle shareholders or stakeholders in service of the state? YES / NO

3.12.1 If yes, furnish particulars. ………………………………………………………………………………. ……………………………………………………………………………….

3.13 Are any spouse, child or parent of the company’s directors trustees, managers, principle shareholders or stakeholders

in service of the state? YES / NO 3.13.1 If yes, furnish particulars.

………………………………………………………………………………. ……………………………………………………………………………….

3.14 Do you or any of the directors, trustees, managers,

principle shareholders, or stakeholders of this company have any interest in any other related companies or business whether or not they are bidding for this contract. YES / NO

3.14.1 If yes, furnish particulars:

…………………………………………………………………………….. ……………………………………………………………………………..

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4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee Number

………………………………….. …………………………………….. Signature Date

…………………………………. ……………………………………… Capacity Name of Bidder

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MBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Municipal Bidding Document must form part of all bids invited. 2 It serves as a declaration to be used by municipalities and municipal entities in ensuring that

when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management system or

committed any improper conduct in relation to such system; b. been convicted for fraud or corruption during the past five years; c. willfully neglected, reneged on or failed to comply with any government, municipal or

other public sector contract during the past five years; or d. been listed in the Register for Tender Defaulters in terms of section 29 of the Prevention

and Combating of Corrupt Activities Act (No 12 of 2004).

4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector?

(Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website(www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page.

Yes

No

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.

Yes

No

4.2.1 If so, furnish particulars:

4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?

Yes

No

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4.3.1 If so, furnish particulars:

Item Question Yes No

4.4 Does the Does Is the bidder or any of its directors owe any municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?

Yes

No

4.4.1 If so, furnish particulars:

4.5 Was any contract between the bidder and the municipality / municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes

No

4.7.1 If so, furnish particulars:

CERTIFICATION I, THE UNDERSIGNED (FULL NAME) …………..……………………………..……

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………………... ………………………….. Signature Date ………………………………………. ………………………….. Position Name of Bidder

Js367bW

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MBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Municipal Bidding Document (MBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive

bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to:

a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the supply

chain management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent

act during the bidding process or the execution of the contract.

4 This MBD serves as a certificate of declaration that would be used by institutions to ensure that,

when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9) must

be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to

compete, secretly conspire to raise prices or lower the quality of goods and / or services for

purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging

is, therefore, an agreement between competitors not to compete.

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MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

______________________________________________________________________________

(Name of Municipality / Municipal Entity)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of:_______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be

true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on

behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the

bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their

qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line

of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication

between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding:

(a) prices;

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(b) geographical area where product or service will be rendered (market

allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions

of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications and conditions or delivery

particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of

the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to the

Competition Commission for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the

Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable

legislation.

………………………………………. …………………………..

Signature Date

………………………………………. ………………………………

Position Name of Bidder

Js9141w 4

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DECLARATION OF BIDDER

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the

enterprise:

i) authorizes the Employer to obtain a tax clearance certificate from the South African

Revenue Services that my / our tax matters are in order;

ii) confirms that neither the name of the enterprise or the name of any partner, manager,

director or other person, who wholly or partly exercises, or may exercise, control over the

enterprise appears on the Register of Tender Defaulters established in terms of the

Prevention and Combating of Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly

exercises, or may exercise, control over the enterprise appears, has within the last five

years been convicted of fraud or corruption;

iv) confirms that I / we are not associated, linked or involved with any other tendering

entities submitting tender offers and have no other relationship with any of the tenderers

or those responsible for compiling the scope of work that could cause or be interpreted

as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and

are to the best of my belief both true and correct.

Signed

Name

Enterprise Name